Payroll Expenditures by Employee

Transcription

1 Payroll Expenditures by Employee Updated: January, 2014 Portal Page 1

2 1. The UCF Portal can be accessed at u 2. Your login ID is your PID (if you do not know your PID you can click the link What is my PID & NID? ). 3. The initial password for the portal is Pyymmdd ( P year year month month day day of your birthday). 4. Click sign on. 5. The screen to the right will appear. 6. Click Staff Applications 7. Then select UCF Financials Running Query 1. Menu Navigation: Reporting Tools > Query > Query Viewer 2. The screen below will appear. 3. Depending on the type of funds you searching, the following needs to be typed in the Query Name field: a. For department number, type FX_GL_CG_PYRL_DEPT b. For project number, type FX_GL_PYRL_PROJ 4. Then click Search 5. The following screen will appear: 6. If you click the Favorite hyperlink it will be added to the My Favorite Queries list so that the next time you navigate to the Query screen it will automatically be listed on the first page. 7. To run the query click the excel hyperlink 8. This will open a new internet explorer window. Page 2

3 9. The following screen will appear: 10. The following information should be completed: a. Depart (like%) = the specific department number you are searching for (i.e. 24xx0074-OPS) = or a wild card can be used to search for your entire department (i.e. 2408%%%% would search for all Physics department numbers b. From Acctg Period: type 1 so that the search starts with July c. To Acctg Period: type 12 so that the search ends with June d. Fiscal Year: peoplesoft fiscal year should be used (i.e. FY in PeopleSoft is 2008) 11. Then click View Results (processing may take some time so please be patient) 12. A file download box will appear that asks Do you want to open or save this file? 13. Select Save 14. Name the file and save to the location of your choice (I use the desktop so that I can easily find it and then move it the appropriate folder after I am done with it). 15. Next a Download Complete box will appear. 16. Select the Open button which should open the file in excel. If not, you will need to open excel and then open the file. 17. If you use Excel 2003 please proceed to step 18. If you use Excel 2007 please proceed to step 32. EXCEL 2003 USERS 18. Click the Data menu and select Pivot Table and PivotChart Report 19. The following screen will appear: 20. Click Next 21. The following screen will appear 22. Notice that excel will automatically select all of the data marked by a dotted line 23. Click Next 24. The following box will appear: 25. Then click the layout button 26. Click and drag the following boxes on the left to their appropriate location within the table: a. DeptNum to the first location in the ROW Page 3

4 b. Account to the second location in the ROW (optional this will allow you to distinguish between salary and fringe) c. AcctPD to the first location in the COLUMN d. Amount to the DATA 27. xxxxclick the box on the right and drag them to the appropriate areas on the left. 28. To mirror the monthly status report you would move the following boxes: 30. Then click FINISH FOR EXCEL 2007 USERS 31. Select the Insert Tab at the top 32. Then click Pivot Table (first icon listed). 33. The window on the right will open 34. You will also notice that excel place a dotted line around the data. If not select the table range button and then highlight the data in the excel file by clicking A2 and dragging your mouse to the right and down including all of the data. 35. Click OK c. 29. Then click the OK bottom 36. The following screen will appear: Page 4

5 37. Next place a check mark next to Journal ID, Dept (or Proj depending on funding), Amount and Ref. 38. Then drag the Journal ID box from Row Labels to Column labels which should result in the following: 39. If you would like separate the charges for each employee between salary and fringe select the Account field from the Choose fields to add to report. It should be added to the Row Labels under the Ref field. 40. To identify payperiods utilize the colleges HR Journal Tracking sheet that is disbributed by Sonia Ugran. If you do not receive it already you can her at sugran@mail.ucf.ed to get the most recent version. She can also add you to the distribution list. Page 5